Admin Executive, Property & Maintenance (P&M) Department

SKOOL4KIDZ PTE LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

An established educational support company in Singapore is seeking an Administrative Support professional to assist with procurement activities and government grant applications. The ideal candidate has over 5 years of experience in administrative roles, a diploma, and proficiency in Microsoft Office. Responsibilities include managing documentation, liaising with suppliers, and supporting grant claims.

Qualifications

• More than 5 years of previous experience in an administrative or office support role.
• Candidates with accounting knowledge would be advantageous.
• Ability to work independently and as part of a team.

Responsibilities

• Review specifications, and other relevant documentation.
• Monitor and manage procurement activities to ensure timely delivery.
• Assist in applications and claims of government grants.
• Maintain documentation for audit purposes.

Skills

Administrative support

Attention to detail

Proficient in Microsoft Office Suite

Teamwork

Education

Minimum Diploma from any discipline

Job description

A. Job Summary

1.) Admin Support for Purchase Requisition & Procurement

• Review specifications, and other relevant documentation
• Liaison and confirmation with overseas supplier/counterparts on materials (quantity, specs)
• Monitor and manage procurement activities to ensure timely delivery of materials and services.
• Track and update Project Team on material shipment/delivery status to meet project timelines.
• Assist in the sourcing of fixtures and fittings and construction materials required for the new sites by identifying new suppliers, agree terms and negotiate supply agreement where appropriate.
• Maintain accurate and organized documentation of procurement, contracts, and cost records for audit purposes

2.) Admin Support for Government Grant Application and Claims

• Assist in the applications and claims of government grants
• Assist in resolving issues and/or clarifications during grant application and/or claims
• Prepare claims submissions for checking by Project Team and Finance Director/CFO
• Track and monitor claims progress and update Project Team and/or Finance Team
• Maintain accurate and organized documentation of claims records for audit purposes.

3.) Other Admin Duties

• Assist Managers in preparation of reports for SBU Meeting and/or updates for stakeholders
• Maintain accurate and organized documentation of contracts, records and report for audit purposes
• Process payments and invoices according to Company’s financial policies and procedures.
• Assist the Project Team / Manager(s) in the documentation and filing of Standard Operating Procedures (SOP) policy, manuals, guidebooks, handbooks and other documents and files
• Contribute in continuous improvement efforts to streamline processes, systems and procedures
• Undertake any other adhoc duties or projects as assigned by Manager.

B. Job Requirements

• Minimum Diploma from any discipline.
• More than 5 years of previous experience in an administrative or office support role
• Candidates with accounting knowledge would be advantageous
• Proficient in using Microsoft Office Suite (e.g., Word, Excel, Outlook) and internet applications.
• Attention to detail and a keen eye for accuracy
• Ability to work independently and as part of a team